> ## Documentation Index
> Fetch the complete documentation index at: https://docs.apollospace.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Nonprofits & associations

> Member and donor communications, event coordination, grant deadlines, and volunteer wrangling — on a thin team, with money, governance, and anything sent in the organization's official name always in a person's hands.

It's 10pm on a Thursday. A donor asked over WhatsApp whether last year's
receipt can still be reissued, three volunteers confirmed they'll show up for
Saturday's drive but nobody consolidated the list, and the grant that could
fund this semester's project closes applications in nine days — buried in an
email you skimmed two weeks ago. The team is small, the mission is big, and
what's missing is hands.

**What leaves your plate:** answering members and donors right away, turning an
event plan into tasks and reminders, watching grant and obligation deadlines,
and drafting communications and reports — all start happening on their own,
with context and **within budget**, with **money, governance, and anything sent
in the organization's official name always waiting for a human.**

## How it works, in one sentence

Running a thin-team nonprofit is, at heart, **never dropping any of the thousand
balls a small team has to keep in the air at once** — member, donor, event,
deadline, volunteer. The agent decides no spending and speaks in nobody's
official name — it removes the friction from the operation so the few people you
have handle the judgment and the purpose only people can.

```mermaid theme={null}
flowchart LR
    A[Trigger<br/>member/donor question, event plan,<br/>grant deadline, drive scheduled] --> B[Agent pulls context<br/>from the Company Brain + CRM]
    B --> C[Decides + uses tools<br/>Chats, CRM, Boards, Documents, Routines]
    C --> D{Money, governance,<br/>or the org's official voice?}
    D -->|No| E[Answers / organizes / reminds / drafts]
    D -->|Yes| F[Proposes + calls a person<br/>with the case ready]
    E --> G[Becomes memory<br/>next time starts faster]
    F --> G
```

## Concrete flows

### 1. Answer members and donors and keep records current

**Trigger:** someone in the base asks something — over
[WhatsApp](/en/integrations/whatsapp), by email, or through the site form:
"how do I renew my membership?", "can I get a receipt for my donation?", "does
the association have a student discount?".

[Athena](/en/agents/athena), the organization's operator, pulls from the
[Company Brain](/en/features/brain) what's already on record — bylaws, donation
policy, assembly calendar, the answers the office repeats every week. She opens
the [chat](/en/features/chats) and replies right away, outside business hours
too. Each interaction updates that member or donor's
[record in the CRM](/en/features/crm) — channel, last contact, status — and
nothing is lost when the person disappears for a month and comes back.

If the question touches a **donation amount, a financial condition, or a benefit
that becomes a commitment**, the agent searches the Brain; if it can't find it,
it **doesn't invent**: it logs the question and escalates to coordination.
Answering what's already policy is routine work; promising a new condition is
not.

### 2. From the event plan to tasks and reminders

**Trigger:** the team decides to run an event — a volunteer drive, a campaign,
an assembly, a charity sale — and describes the plan to the agent in a
[chat](/en/features/chats).

The agent pulls from the [Brain](/en/features/brain) how similar events were run
before and breaks the plan into [tasks on a board](/en/features/boards): book
the space, build the volunteer roster, post to the channels, buy the materials.
Each task gets an owner — **a person or another agent** — and a due date. It
schedules the milestones in [Google Calendar via Composio](/en/integrations/composio),
creates a [routine](/en/features/rotinas) that reminds each owner the day
before, and keeps the [event folder](/en/features/pastas) — brief, roster,
checklist — always in one place.

<Note>
  The agent **organizes and reminds** — it builds the event structure and
  chases the progress, but who decides what gets spent, who signs with a
  vendor, and who approves the piece that goes public is a person. It hands the
  team a plan ready to execute.
</Note>

### 3. The routine that watches grant and obligation deadlines

**Trigger:** a [routine](/en/features/rotinas) the agent schedules for itself —
every morning, it sweeps the deadlines recorded in the
[Brain](/en/features/brain) and on the [boards](/en/features/boards): grant
applications, accountability filings, certification renewals, reports due to a
funder.

On fire, the agent compares each deadline to today's date and, for what's
approaching, **raises the bell** with a
[proactive notification](/en/features/rotinas) and opens a
[task](/en/features/boards) for the owner — with what needs doing and the
documents that already live in the folder. For what isn't even on the radar yet,
[Scout](/en/agents/scout) can research open grants and calls on the web via
[Tavily](/en/integrations/tavily) and bring back a list for the team to weigh.

<Info>
  **Why this matters:** a missed grant deadline is the funding opportunity that
  vanishes without anyone deciding to give it up — just because the email got
  lost in the inbox of a three-person team. A routine has no crunch week: it
  watches always, warns with room to spare, and turns "wait, that was
  yesterday" into "nine days left, here's what's missing".
</Info>

### 4. Draft communications and reports for approval

**Trigger:** it's time for the monthly member update, the impact report for a
funder, or the thank-you to the donor base after a campaign.

The agent pulls from the [Brain](/en/features/brain) and the
[boards](/en/features/boards) what actually happened — volunteers mobilized,
actions run, milestones met — and assembles a draft in a
[document](/en/features/documentos): the update, the report, the email copy. The
text comes out **ready for review, never sent on its own.** Once a person
approves, the agent can send the communication via
[Outbound](/en/features/outbound) — email or WhatsApp — with **per-send
approval** when the message goes out in the organization's name.

| Communication   | What the agent does                        | What stays human                             |
| --------------- | ------------------------------------------ | -------------------------------------------- |
| Member update   | Builds the draft from what happened        | Approving the text and authorizing the send  |
| Funder report   | Consolidates numbers and milestones met    | Validating data and signing the report       |
| Donor thank-you | Drafts the message with the real impact    | Approving the piece that goes out officially |
| Receipt / proof | Gathers the data and prepares the document | Issuing and confirming amounts               |

## What stays human

<Warning>
  Money, mission, and the organization's name are handled with the utmost care.
  The agent **proposes and prepares, never decides alone**, when the matter is:

  * **Money and donation commitments** — payment, refund, use of funds,
    accepting or promising a donation, any financial movement.
  * **Governance and board decisions** — assembly resolutions, bylaw decisions,
    anything that needs the board.
  * **Anything sent in the organization's official name** — public statement,
    position, signed report, reply to a funder.
  * **Contract and signature** — with a vendor, partner, or funder, any
    commitment that becomes an obligation.
  * **Regulatory or legal communication**, official accountability filings, and
    destructive actions.

  In those cases the agent prepares everything — the case, the draft, the
  context — and **waits for a person's approval**. Every action stays in the
  auditable trail, with author and rationale, isolated per organization and
  aligned with data-protection rules.
</Warning>

## Where to start

<Steps>
  <Step title="Teach the organization to the Brain">
    Upload to the [Company Brain](/en/features/brain) your bylaws, donation
    policy, assembly calendar, grant and obligation deadlines, and the answers
    the team repeats every week. That's where the agent pulls what to answer,
    what to watch, and what to draft.
  </Step>

  <Step title="Connect a channel and let the agent handle it">
    Connect [WhatsApp](/en/integrations/whatsapp) or the
    [chats](/en/features/chats) and let the agent answer members and donors and
    keep every record in the [CRM](/en/features/crm) current. Start with human
    approval before each external message.
  </Step>

  <Step title="Schedule the deadline watch">
    Create a [routine](/en/features/rotinas) that sweeps grants, filings, and
    obligations and warns with room to spare. One agent, one cadence — and
    autonomy grows like a ratchet, never a leap.
  </Step>
</Steps>

## Next steps

<CardGroup cols={2}>
  <Card title="Operations & support" icon="headset" href="/en/use-cases/operations">
    The answer-organize-chase pattern applied to the team's day-to-day.
  </Card>

  <Card title="Management & tracking" icon="chart-line" href="/en/use-cases/management">
    How to keep events, deadlines, and indicators visible without a manual
    spreadsheet.
  </Card>

  <Card title="Routines" icon="clock-rotate-left" href="/en/features/rotinas">
    The daemon that watches grant deadlines, reminds the drive, and chases the
    accountability filing.
  </Card>

  <Card title="Documents" icon="file-lines" href="/en/features/documentos">
    Where the member update, the impact report, and the thank-you are born ready
    for review.
  </Card>
</CardGroup>